Confidential Assistant to the Deputy District Superintendent & Chief Operating Officer

Capital Region Boces - Albany, NY

Full-time - Entry Level

Albany, NY

About the position

The position of Administrative Assistant to the Deputy District Superintendent & Chief Operating Officer at Capital Region BOCES involves performing responsible administrative work that supports the executive in various capacities. The incumbent will independently handle complex duties and administrative tasks, acting as a personal assistant to the Deputy District Superintendent & Chief Operating Officer. This role is crucial in relieving the executive of administrative burdens and resolving day-to-day operational issues. The work requires frequent independent judgment in disseminating information regarding organizational policies, procedures, and practices, as well as managing office activities effectively. The incumbent will maintain and communicate the day-to-day calendar of the Deputy District Superintendent & Chief Operating Officer, which involves intricate schedule coordination with various administrators, stakeholders, and their support staff. Responsibilities also include preparing responses to correspondence concerning programs, policies, and procedures, as well as maintaining records of travel arrangements, conference requests, and related activities. The role requires assembling and coordinating background materials for scheduled meetings and events, preparing organization-wide updates for the intranet, and monitoring the external website for accuracy. In addition to these tasks, the Administrative Assistant will organize and execute organization-wide events, serve as a notetaker during meetings, and produce minutes when appropriate. The position also involves answering phone calls, directing inquiries, and preparing original documents for the Deputy District Superintendent & Chief Operating Officer's signature. The incumbent will assist in reviewing contracts with vendors, ensuring compliance with organizational policies, and maintaining various departmental reports. The role demands a thorough knowledge of administrative practices, office procedures, and the ability to handle complex and confidential assignments with attention to detail.

Responsibilities

• Maintains and communicates the day-to-day calendar items of the Deputy District Superintendent & Chief Operating Officer, involving complex schedule coordination with various administrators, stakeholders and their support staff.
• Prepares responses to letters concerning programs, policies and procedures for own signature or that of the Deputy District Superintendent & Chief Operating Officer.
• Maintains records of all travel arrangements, conference requests and other related activities including purchase orders and claim reimbursement requests.
• Assembles and coordinates background material for various scheduled meetings and events.
• Prepares organization wide updates for the intranet of Capital Region BOCES, working with appropriate staff to maintain these items on the internal website on behalf of Deputy District Superintendent & Chief Operating Officer.
• Monitors external website for accuracy and relevance.
• Organizes and executes organization wide events.
• Serves as a notetaker during meetings and produces minutes of meetings, when appropriate.
• Answers the telephone and directs callers appropriately, answering basic procedural and informational questions pertaining to the various instructional and educational support services of the BOCES.
• Prepares original documents for signature by the Deputy District Superintendent & Chief Operating Officer.
• Assists in the review and oversees process of contracts with various vendors.
• Assists in the review of policies for organization wide compliance.
• Maintains and prepares various departmental reports using statistical and narrative information.
• Monitors and tracks status of various organizational activities and events.
• Screens and greets visitors of Deputy District Superintendent & Chief Operating Officer.
• Plans and executes organization wide events.
• Performs departmental organization of files, correspondence and other documents.
• Proofreads outgoing correspondence.
• Tracks organization of departmental assignments and communicates select vacancy needs to HR department.
• Facilitates the approval of various processes, such as tenure recommendations.
• Receives, sorts, and delivers mail received for the office.

Requirements

• Graduation from a regionally accredited college or university with at least a Bachelor's degree in business administration, public administration or a closely related field and two (2) years of experience providing administrative support involving the operation of a computer for word-processing, database or spreadsheet applications.
• Graduation from a regionally accredited college or university with an Associate's degree in business administration, public administration or a closely related field and four (4) years of experience as defined above.
• Graduation from high school or possession of a high school equivalency diploma and six (6) years of experience as defined above.

Nice-to-haves

• Thorough knowledge of administrative practices.
• Thorough knowledge of office practices and procedures.
• Good knowledge of the organization, functions, laws, policies and regulations of the office of the Deputy District Superintendent & Chief Operating Officer and BOCES.
• Good knowledge of school district operations.